A lot of small businesses end up with a mess of phone numbers without really planning it that way. There's the main business line. A separate fax number. Maybe a cell number that ended up on the website because it was easier at the time. Some businesses add a separate number for SMS because their main line doesn't support texting.
It works, but it's not great. Customers don't know which number to use for what. Your team has to monitor multiple places. And when something goes wrong, it takes longer to figure out where the problem is.
Modern cloud phone systems let you consolidate this — one number that handles calls, texts, and faxes. Here's how it actually works.
How a single number handles multiple channels
When your phone system is cloud-based, your phone number is just a routing address. What happens when someone dials it, texts it, or faxes it is determined by the rules you set up, not by the physical characteristics of the line.
A call to your number rings your team according to however you've set up your routing — an auto-attendant, a ring group, a specific person. A text to the same number lands in your SMS inbox, where anyone on your team with access can respond. A fax to that same number arrives as a PDF in your email.
The number is the same. The channel is determined by what type of communication the caller or sender initiates.
Do you need to change your number?
No. If you have an existing business number you've been using, you can port it to a cloud phone system and keep using it. The porting process takes a few days but is straightforward — your provider handles it.
Some businesses prefer to keep separate numbers for different functions, and that's fine too. A distinct fax number makes it immediately clear to a sender what the line is for. But if you want to simplify, you don't have to maintain multiple numbers.
What about the existing fax and phone lines?
Once you've ported your numbers to a cloud system, you can cancel the traditional phone lines. You won't need a physical fax line — the eFax service handles transmission over the internet. Same for the voice lines. Your internet connection handles everything.
This is usually where the cost savings show up most clearly. Dedicated fax lines and traditional business phone lines add up. A cloud system replaces all of them.
Who on your team can access what
This is one of the more useful things about having everything in one system. You can set permissions so the right people see the right things. Your receptionist handles inbound calls. Your sales team has access to the SMS inbox. Your office manager gets fax notifications. You control who sees what without setting up separate tools for each channel.
What you actually need to make it work
The basics:
- A cloud PBX provider that supports voice, SMS, and eFax on the same account
- A reliable internet connection (for voice calls especially)
- Your existing number ported over, or a new number to start fresh
- For SMS: 10DLC registration to ensure message delivery (your provider should handle this)
That's mostly it. Setup is usually a few days from start to finish, including number porting.
Is it worth the consolidation?
For most businesses, yes. Fewer numbers to manage, fewer tools to pay for, less confusion for customers, and easier onboarding when you add team members. The main reason people don't do it is inertia — it seems like a hassle to switch. In practice, the transition is usually smoother than people expect.
ShoutDial gives you voice, SMS, and eFax on one platform, starting at $50/month. You can bring your existing number or get a new one. Reach out and we'll get you set up — the whole process typically takes a few days.